Managing Received Faxes in Practice Better

In this article:

• Requirements and Plan Availability
• Viewing and Downloading Received Faxes
• Copying a Fax to a Client Folder
• Adding and Managing Fax Contacts
• Blocking Unwanted Numbers
• Deleting a Received Fax
• Managing Fax Preferences

Requirements and Plan Availability

Receiving faxes in Practice Better requires a dedicated fax number, available on Plus and Team plans. When a fax arrives, you'll receive a notification by email and Instant Alert so you never miss an incoming document.

📍 Note: Sending faxes is available on Professional, Plus, and Team plans. For sending steps and plan limits, see Sending Faxes with Practice Better →

To set up or manage your dedicated fax number, see Using a Dedicated Fax Number →

Viewing and Downloading Received Faxes

Access all incoming faxes from My Practice > Faxes > Received Faxes.

From this page, you can:

• View a fax by clicking the View button next to it.
  
• Download a fax by clicking the Download button next to it.
  

Copying a Fax to a Client Folder

If a received fax belongs to a specific client, you can copy it directly to their documents folder in Practice Better.

1. From your Received Faxes page, select the fax, then click the Copy to button.
   
2. From the popup, click on a folder, then click Select folder to copy the fax PDF.
   
3. You'll see a Fax Copied confirmation message near the top-right of your screen.

Adding and Managing Fax Contacts

Saving fax contacts makes it easy to identify the source of incoming faxes in your Received Faxes list.

1. Select a fax and click Save Contact from the right navigation menu.
   
    
2. Enter the required information: fax number, first name, last name, and occupation.
   
    
3. Manage your contacts anytime in Settings > All Settings & Preferences > Faxes.
   
    
4. Click Add another to save a new contact, or use the Fast Action Button in the bottom-right corner.
   

📍 Note: Fax contacts can be shared among practitioners on a Team plan. Learn more about Sharing Resources with Team Members →  

Once a contact is saved, their name appears next to the fax number for each matching received fax in your list.

Blocking Unwanted Numbers

You can block a number to stop receiving faxes from that sender.

1. From your Received Faxes page, click once on the unwanted fax.
2. Click Blacklist number from the right navigation menu.
   
    
3. Click the Add to blacklist button in the confirmation pop-up.
   

To remove a number from your blacklist, go to Settings > All Settings & Preferences > Faxes and click the trash button next to the number you want to allow again.

Deleting a Received Fax

1. Click once on the fax and click the Trash button, or click Delete from the right hand menu.
   
2. Confirm the deletion. Deleted faxes can't be retrieved.
   

⚠️ Important: Your regulatory body may require you to retain records of all documents associated with your clients. Confirm your retention obligations before deleting faxes.

Managing Fax Preferences

You can keep track of sent and received faxes by going to your My Practice > Faxes page. This central hub gives you access to both your Sent Faxes and Received Faxes folders, making it easy to review your fax history and monitor transmission status.

Configure your fax settings anytime in Settings > All Settings & Preferences > Faxes. 

From here you can:

• Set your default sender name for cover sheets.
• Enable or disable automatic inclusion of cover sheets.
• Configure notifications for approaching your monthly fax limits.
• Add new fax contacts to your shared contacts list. (Plus plan only)
• View and manage blocked numbers. (Plus plan only)